Department

Administrative Assistant

Partner Solutions Group
Posted: 10/07/2021
Full Time
Phoenix, AZ
CIM Group Partner Solutions Group division is looking for an awesome Administrative Assistant to join our team! In this role you will provide administrative support to Sales Executives and Sales Teams in Phoenix, Arizona. You will be providing high-level support, interacting with clients and colleagues while maintaining confidentiality. You will provide all duties of an Administrative Assistant such as organizing a complex calendar, arranging local and national travel, expense report submission. You will work in collaboration with other executive assistants and provide backup coverage when needed.  You will also actively participate in different initiatives as a team member. 
ESSENTIAL FUNCTIONS:
  • Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf. Handle scheduling of business appointments.
  • Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls.
  • Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required. Coordinating itineraries with others.
  • Prepare and edit correspondence and communications.
  • Coordinate meeting set-ups including video conference set-up, ordering food/beverages, preparation of agenda and/or other meeting materials for meetings. vendors and guests.
  • Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
  • Set-up and maintenance of departmental and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc.
  • Special projects such as; conducting internet searches, preparing special reports, responding to information requests, preparation of executive materials as required and/or requested.
  • Event planning responsibilities including but not limited to; planning corporate events, booking related travel,
  • Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
  • Responsible for greeting all visitors on behalf of Executives
  • Liaise with internal staff at all levels.
  • NON-ESSENTIAL FUNCTIONS:
  • Act as backup for other Assistants.
  • Flexible work hours may include weekends, early morning and/or late evening depending on business needs.
  • Sort and distribute incoming mail; forward misdirected mail to the appropriate party.
  • Access to information requires discretion and judgment to maintain appropriate level of confidentiality

  • EDUCATION/EXPERIENCE REQUIREMENTS:
  • Bachelor’s degree and/or related experience plus a minimum of 2 years’ experience in an administrative assistant role
  • Experience in event planning/coordination preferred
  • proficient with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
  • Experience with video conferencing software is preferred.
  • Experience with document management/storage software such as SharePoint required.
  • Experience with accounts payable software such as Nexus Payables desirable.
  • COMMUNICATION SKILL REQUIREMENTS:
  • Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.
  • Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
  • Ability to respond effectively to the most sensitive inquiries or complaints.

  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.